TLC Library Management System, Library App and Library Services Platform

{
  "buyer": {
    "id": "GB-PPON-PJMC-1445-VCVG",
    "name": "London Borough of Sutton"
  },
  "date": "2025-07-17T09:55:43+01:00",
  "id": "040745-2025",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-052303",
  "parties": [
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Sutton",
        "postalCode": "SM1 1EA",
        "region": "UKI63",
        "streetAddress": "Civic Offices, St Nicholas Way"
      },
      "contactPoint": {
        "email": "commercial.procurement@sutton.gov.uk"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - sub-central government",
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE"
          }
        ]
      },
      "id": "GB-PPON-PJMC-1445-VCVG",
      "identifier": {
        "id": "PJMC-1445-VCVG",
        "scheme": "GB-PPON"
      },
      "name": "London Borough of Sutton",
      "roles": [
        "buyer"
      ]
    }
  ],
  "planning": {
    "noEngagementNoticeRationale": "The market engagement was  carried out prior to the Procurement Act 2023 coming into force. Summary notes on the market engagement are provided  in the tender pack."
  },
  "tag": [
    "tenderUpdate"
  ],
  "tender": {
    "aboveThreshold": true,
    "amendments": [
      {
        "description": "The closing date for clarifications has been amended to 4 August 2025 at 4pm.  \nThe deadline for submission has been amended to 11 August 2025 at 12 noon",
        "id": "040745-2025"
      }
    ],
    "awardPeriod": {
      "endDate": "2026-03-16T23:59:59Z"
    },
    "coveredBy": [
      "GPA"
    ],
    "description": "The procurement is being carried by the London Borough of Sutton on behalf of The Library Consortium (TLC).\nTLC, was originally formed of three authorities in 2004 who came together to share resources and contracts to get the best value for money for customers and their authorities.\nTLC is a consortium of member authorities. It is not a legal entity. Each member authority takes responsibility for contractual arrangements with Suppliers and providers. TLC members become party to the Consortium\u0027s Framework(s) and can order (or \u0027call-off\u0027) the goods, works or services covered by the relevant Framework(s). Framework agreements are set up by public sector bodies with Suppliers to provide goods, works or services according to certain requirements - e.g. price, quality and quantity. For TLC, the Framework is arranged centrally by the London Borough of Sutton for use across the Consortium. At the core of the Consortium is the Library Management System, but the Consortium also procures contracts jointly for stock, transport and digital resources, including eBooks.\nWith 23 local authority members, TLC is one of the largest public library consortia in England, consisting of:\n\u003e 8.2 million residents\n\u003e 7.3 million items\n\u003e 318 libraries\nThe Authority is looking to put in place a framework with a single supplier for a period of 6 years.\nThe requirements include:\n\u003e Library Management System (LMS) staff functionality - Ease of use, logical\nLMS system functionality:\n(1) Allows full functionality/interoperability of systems and stock sharing throughout TLC but enables local autonomy (for example: local fees/charges setting) and local authority branding.\n(2) A dynamic set of processes that allow full stock sharing and reserving of physical items giving customers an efficient and seamless journey regardless of their main library service provider.\nSystem integrations:\nto work seamlessly with any third party provision required by  TLC members (e.g. eStock. Self Access)\nLibrary App\nfully functional and innovative Library app which can be customised and branded at a local level\nLibrary Service Platform (Discovery);\n(1) Innovative \"one-stop\" digital platform for customers\n(2) Customisable for each TLC member\n(3) Satisfies the needs of customers with streamlined access to all library functions and services (events, payments, catalogue searching, account management, etc.)\nAnalytics:\nA completely flexible analytics interface enabling authorities to create and interrogate any facet(s) of library data they choose\nVision:\nTLC has a  constant desire to innovate and push the boundaries of public library provision. All products will need to be continually developed in order to remain relevant and innovative to provide the best outcomes for customers and local authorities\nValue for money:\nValue for money and income generation opportunities remain essential.",
    "documents": [
      {
        "description": "Not published",
        "documentType": "conflictOfInterest",
        "id": "conflictOfInterest"
      },
      {
        "documentType": "biddingDocuments",
        "id": "L-1",
        "url": "https://www.londontenders.org/"
      },
      {
        "documentType": "biddingDocuments",
        "format": "application/pdf",
        "id": "A-3073",
        "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-3073"
      },
      {
        "accessDetails": "Additional tender documents, including a suggested price schedule, will be provided prior to the dialogue sessions. Other documents may be required depending on the progression of the dialogue stage.",
        "documentType": "biddingDocuments",
        "id": "future"
      },
      {
        "datePublished": "2025-07-17T09:55:43+01:00",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "040745-2025",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/040745-2025"
      }
    ],
    "enquiryPeriod": {
      "endDate": "2025-08-04T16:00:00+01:00"
    },
    "expressionOfInterestDeadline": "2025-08-11T12:00:00+01:00",
    "id": "DN782709",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "Library automation equipment",
            "id": "30238000",
            "scheme": "CPV"
          },
          {
            "description": "Library software package",
            "id": "48160000",
            "scheme": "CPV"
          },
          {
            "description": "Library software development services",
            "id": "72212160",
            "scheme": "CPV"
          },
          {
            "description": "Library services",
            "id": "92511000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKC"
          },
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKD"
          },
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKE"
          },
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKF"
          },
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKG"
          },
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKH"
          },
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKI"
          },
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKJ"
          },
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKK"
          }
        ],
        "id": "1",
        "relatedLot": "1"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lots": [
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "Quality is 60% - broken down as follows:\nTechnical Specification 20% (of 60%)\nUser Experience 30% (of 60%)\nImplementation and Go Live 20% (of 60%)\nVision 30% (of 60%)",
              "name": "Quality",
              "numbers": [
                {
                  "number": 60,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "description": "Price 40%\nThe weighting for price will not change but the price schedule and the elements contained in the price schedule will  be discussed during dialogue. This will include the price banding and the discounts relating to the number of consortium members or other public bodies joining the framework.",
              "name": "Price",
              "numbers": [
                {
                  "number": 40,
                  "weight": "percentageExact"
                }
              ],
              "type": "price"
            }
          ]
        },
        "contractPeriod": {
          "endDate": "2033-03-31T23:59:59+01:00",
          "startDate": "2027-04-01T00:00:00+01:00"
        },
        "id": "1",
        "status": "active",
        "suitability": {
          "sme": true
        },
        "value": {
          "amount": 11000000,
          "amountGross": 13200000,
          "currency": "GBP"
        }
      }
    ],
    "mainProcurementCategory": "services",
    "procedure": {
      "features": "The Authority is conducting this procurement using the Competitive Flexible Procedure in accordance with the requirements of The Procurement Act 2023 (section 20(4)).\nThe key stages of the procurement are:\nParticipation Stage (Stage 1)\nDialogue Stage (Stage 2)\nTender Stage (Stage 3)\nThe award criteria is set out in the tender documents. Quality 60% and Price 40%\nQuality:\nTechnical Specification 20%\nUser Experience 30%\nImplementation and Go Live 20%\nVision 30%\nPrice:\nThe weighting for price will not change but the price schedule and the elements contained in the price schedule will  be discussed during dialogue. This will include the price banding and the discounts relating to the number of consortium members or other public bodies joining the framework."
    },
    "procurementMethod": "selective",
    "procurementMethodDetails": "Competitive flexible procedure",
    "status": "active",
    "submissionMethodDetails": "Tender documents can be found on the London Tender Portal www.londontenders.org.",
    "submissionTerms": {
      "electronicSubmissionPolicy": "allowed",
      "languages": [
        "en"
      ]
    },
    "techniques": {
      "frameworkAgreement": {
        "buyerCategories": "The Authority wishes to establish a framework for the use of\nall the members of The Library Consortium and other local authorities and future successors to these organisations.\nThe current members of the TLC can be found using this link https://thelibrariesconsortium.org.uk/\nLocal authorities, in addition to the current members of the TLC,  who can use the framework (with the agreement of the TLC Board) include;\n\u2022 Metropolitan districts\n\u2022 London boroughs  plus the City of London\n\u2022 Unitary authorities  plus the Isles of Scilly\n\u2022 County councils\n\u2022 District councils\nA list of all the local authorities in the categories above can be found as a pdf attachment in the Documents section of this notice and also within the tender pack",
        "description": "The framework is a single supplier framework. The pricing mechanism will be discussed in the dialogue sessions and the final prices submitted as part of the bids submitted in Stage 3 of the tender process.",
        "maximumParticipants": 1,
        "method": "withoutReopeningCompetition",
        "periodRationale": "The TLC has a proven track record of collaborating with suppliers to enhance its LMS solution and improve customer services.\nImplementing a new LMS, developing services with suppliers, and realizing the full benefits of investment-including future customer improvements-is a time-consuming process. A four-year framework restricts the potential for all parties within the TLC, including suppliers and customers, to develop and fully achieve the intended service enhancements.\nFurthermore, service improvements within the framework require compatibility and interoperability between different technologies as new opportunities arise. All parties involved in the framework need sufficient time to ensure a return on their financial and other resource investments.\nA shorter framework term would also risk disruption to statutory library provision due to the scale and complexity of implementation and transfer of services.",
        "type": "open"
      },
      "hasFrameworkAgreement": true
    },
    "title": "TLC Library Management System, Library App and Library Services Platform",
    "value": {
      "amount": 11000000,
      "amountGross": 13200000,
      "currency": "GBP"
    }
  }
}